Admin Assistant Full Time

Job Purpose

Responsible for the provision of secretarial, administrative, coordination and follow up support for the Group IT.

Principal Accountabilities

Duties and Responsibilities
Office Administration
•    Manage IT Group/Line managers’ office communications.
•    Process all business correspondences including faxes, emails and in particular, documents of a confidential nature.
•    Establish and maintain effective office procedures for mail, message taking, document distribution, filing, etc.
•    Organize and maintain (paper and electronic) all office documents, contracts, vendors, staff records and other document types.
•    Maintain and archive IT policy framework documents.
•    Maintain and update IT portal.
•    Maintain IT library for software media, magazines … etc.
•    Prepare responses to correspondences containing routine inquiries.
•    Compile, transcribe and distribute minutes of meetings as and when requested.
•    Provide administrative assistance to all Group IT line managers, executives and staff.
•    Manage and maintain executives’ schedules
•    Make all Necessary arrangements for meetings, including arranging a venue, booking rooms, notifying participants and arranging refreshments and stationery.
•    Receive and direct visitors to specific IT office/individual.
•    Manage and follow up internal requisitions for office supplies and ensure effective utilization/re-ordering of all related items.
•    Oversee department’s housekeeping services including managing and following up office maintenance requisitions.
HR Support
•    Coordinate and arrange office setup (i.e. office space allocation, office supplies, parking arrangements, computer provisioning, network access authorization …etc) for new IT joiners.
•    Prepare and communicate induction plans for new IT joiners.
•    Follow up with HR department for new recruitment requisitions; staffs contract renewals, promotion requisitions and other staff related HR services.
•    Coordinate staff training and conference attendance plans and maintain attendance records.
•    Arranging executives business travels (i.e. accommodation and travel plans).
Financial Support
•    Manage and follow up Petty-Cash: process staff requisitions; ensure goods delivered to the concerned IT section/staff and cash paid to the supplier; follow up with finance department for timely reimbursements.
•    Assist in the annual budget preparation and consolidation process.
Other Tasks
•    Leave assistance support for IT Service Coordinator / Stream procurement.
•    Telecom user service provisioning
•    Assist in renewals of IT service agreements with concerned parties.
•    Provide administrative support for executives in their special assignments.

Experience

Minimum Knowledge, Skills and Experience

• 2 years college degree (Diploma) in Information Management, Business Administration or similar fields.
• 4 years experience in administrative jobs.
• Excellent computer skills (Windows & MS office)
• Excellent office management skills
• Good knowledge & experience of document management
• Fluent in English (speaking, writing & reading); Arabic is an adva